Google has announced that in a few weeks, documents, spreadsheets and presentations that have been explicitly published outside your organization and are linked to from a public website will be crawled and indexed, which means they can appear in search results you see on Google.com and other search engines. There is no change for documents published inside your organization or shared privately.

If you wish to prevent users from publishing documents to the public internet, we now offer an admin control in the Google Apps Control Panel that allows users to continue to ‘share documents outside the domain’ without allowing them to publish the files to the public Internet. To change this setting, follow these steps:

– Login to your admin control panel – Select Service Settings > Docs – Un-check the option ‘Users can publish documents to the public internet’

If a user does not want their published Docs to be crawled, then the user must unpublish them by doing the following:

– Go to the ‘Share tab’ – For documents and spreadsheets, choose ‘Publish as web page’. For presentations choose ‘Publish/embed’ – Click on the button that says ‘Stop publishing’

This is a very exciting change as your published docs linked to from public websites will reach a much wider audience of people!

If you’d like to learn the advantages to using Google Docs and the entire Google Apps suite of products give us a call here at SADA at 866.997.0000.

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